iBuy Training Guide - OBFS

OFFICE OF BUSINESS AND FINANCIAL SERVICES

iBuy

iBuy Instructor-led Training TRAINING GUIDE

iBuy: Instructor-led Training

Training Guide

APPROPRIATE USE AND SECURITY OF CONFIDENTIAL AND SENSITIVE INFORMATION

Due to the integrated nature of the various Human Resources, Finance and Student modules in Banner and the reporting

information in the Enterprise Data Warehouse (EDW), you may have access to information beyond what you need to

perform your assigned duties. Your access to Banner and the EDW has been granted based on business need, and it is

your responsibility to ensure the information you access is used appropriately.

Here are some reminders of good data stewardship to help you carry out your responsibility:

Do not share your passwords or store them in an unsecured manner. Do not leave your workstation unattended while logged on to administrative information systems. You are responsible for any activity that occurs using your logon ID.

Do not share confidential and sensitive information with anyone, including colleagues, unless there is a business reason.

Retrieve printed reports quickly, and do not leave the reports lying around in plain view.

Secure reports containing confidential and sensitive information (e.g., FERPA, EEO, or HIPAA protected data).

When disposing of reports containing confidential or sensitive information, shred the documents in a timely manner.

Your responsibilities regarding the protection and security of administrative information are outlined in the University of

Illinois System Information Security Policy for Administrative Information and Guidelines posted at

https://www.aits.uillinois.edu/reference_library/i_t_policies. Any violation could subject you to disciplinary action, which

could include dismissal or, in those cases where laws have been broken, legal action. You should have signed a

compliance form that indicates you have read, understand and agree to comply with the University System’s Information

Security Policy for Administrative Information. If you have not already signed the compliance form, please see your Unit

Security Contact who is responsible for maintaining these forms.

.

https://www.aits.uillinois.edu/reference_library/i_t_policies

iBuy Instructor-led Training

iBuy OBFS iii

Acknowledgements

Portions of this manual are based on Ellucian Banner System, Release 8.2.

Copyright

Copyright 2016 University of Illinois – Office of Business and Financial Services. All rights reserved.

No part of this publication may be reproduced or used in any form or by any meansgraphic, electronic

or mechanical, including photocopying, recording, taping or in information storage and retrieval

systemswithout written permission of University of Illinois – OBFS.

Sections of this documentation have been created specifically for the use of the Ellucian Banner System

as it has been implemented at the University of Illinois and for no other purpose.

Trademarks

Banner® is a trademark of Ellucian Company L.P. or its affiliates and is registered in the U.S. and other

countries.

Course Information

Course ID: iBuy: Instructor-led Training

Revision Date: September 7, 2017

Version: R1, V1.0


iv OBFS iBuy

T A B L E O F C O N T E N T S Course Overview ......................................................................................................................................... 1

Course Objectives .................................................................................................................................... 1

Lesson 1: Introduction to iBuy ................................................................................................................. 2

1.1: Purchasing Methods ......................................................................................................................... 2

1.2: Description of iBuy ............................................................................................................................ 2

1.3: Advantages of iBuy ........................................................................................................................... 2

1.4: iBuy Roles ......................................................................................................................................... 3

Lesson 2: Navigating iBuy ........................................................................................................................ 5

Lesson 3: Setting Up Your iBuy Profile ................................................................................................... 7

3.1: iBuy Profile Benefits.......................................................................................................................... 7

3.2: Steps to Setting Up Your Profile ....................................................................................................... 7

Lesson Review ....................................................................................................................................... 10

Lesson 4: Creating iBuy Orders ............................................................................................................. 11

4.1: Types of Orders .............................................................................................................................. 11

4.2: Creating a Punchout Catalog Order ............................................................................................... 12

Lesson Review ....................................................................................................................................... 14

4.3: Creating a Hosted Catalog Order ................................................................................................... 14

4.4: Creating Non-Catalog Orders ......................................................................................................... 14

Lesson Review ....................................................................................................................................... 15

Lesson 5: Approving iBuy Requisitions ................................................................................................ 17

5.1: Approver Roles ............................................................................................................................... 17

5.2: Approver Options ............................................................................................................................ 17

Lesson Review ....................................................................................................................................... 18

5.3: Executive Approver Options ........................................................................................................... 18

5.4: Overview of Approval Process ....................................................................................................... 18

Course Summary ...................................................................................................................................... 20

Course Objectives .................................................................................................................................. 20

Appendix A: OBFS Resources ............................................................................................................... 21

OBFS Training Center ............................................................................................................................ 21

OBFS News Center ................................................................................................................................ 21

Appendix B: Support and Resources Summary ................................................................................... 22


iBuy OBFS 1

Course Overview

This course provides a hands-on approach to learning the iBuy application. This course is perfect for

employees new to using iBuy.

iBuy combines the use of Internet technology with procurement best practices to streamline the

purchasing process.

You will learn how to navigate the site, manage shopping carts, and utilize search methods. You will be

taken through the shopping experience, the requisition procedure, the approval process; and you will

learn how to recognize preferred suppliers, enter FOAPAL codes, and review requisitions before they are

submitted for approval.

Course Objectives

At the end of this session, you will be able to:

Navigate iBuy

Modify an iBuy profile

Create punchout, non-catalog, and hosted catalog orders

Approve requisitions


2 OBFS iBuy

Lesson 1: Introduction to iBuy

1.1: Purchasing Methods

UIUC and UIS only

The University offers three systems that can be used to purchase commodities and contractual services

from external vendors Banner, iBuy, and the MasterCardTM University Procurement Card (P-Card).

The Office of Business and Financial Services (OBFS) recommends using iBuy or P-Card, for

allowable purchases up to $4,999.99

Purchases at or more than $5,000, non-allowable purchases up to $4,999 or when a P-Card is not

accepted are preferred to be submitted using a Banner Requisition Form. Banner is the system of

record for iBuy Purchase Orders.

UIUC and UIS require a Banner requisition for non-conforming orders, all renewals, solicitations, two-

party agreements to facilitate reporting, and to accommodate payment terms other than net 30 or

shipping terms. Please see UIUC Shipping instructions on the OBFS Purchasing

website: https://www.obfs.uillinois.edu/purchases/purchases-types/po-shipping-terms-urbana-

campus/.

UIC only

The University offers two primary systems that can be used to purchase commodities and contractual

services from external vendors: iBuy, and the MasterCardTM University Procurement Card (P-Card).

The Office of Business and Financial Services (OBFS) recommends using iBuy or P-Card, for most

purchases up to $4,999.99

iBuy must be used for all requisitions with standard (net 30) payment terms.

Banner must be used for 1) any orders with non- net 30 payment terms, e.g. if a deposit/pre-payment

is required and 2) non-conforming orders.

1.2: Description of iBuy

iBuy is an online marketplace for purchasing goods and services at the University of Illinois System.. It

allows you to create orders/requisitions and to buy the items you need. iBuy is set up like other online

shopping sites to make it easier for you to navigate.

This training focuses on using iBuy, but it’s important to also familiarize yourself with the procedures,

rules, and regulations that govern the purchasing process. For additional information on purchasing,

please see https://www.obfs.uillinois.edu/purchases/ or contact your campus Purchasing division.

1.3: Advantages of iBuy

Better pricing for University

iBuy contains a virtual warehouse of vendor catalogs. Strategic contracts exist with University

vendors and the University is given discounts off of large groups of items. The more you buy from

these catalogs, the better the University’s discounts will get.

Saves time

https://www.obfs.uillinois.edu/purchases/purchases-types/po-shipping-terms-urbana-campus/

https://www.obfs.uillinois.edu/purchases/purchases-types/po-shipping-terms-urbana-campus/

https://www.obfs.uillinois.edu/purchases/


iBuy OBFS 3

When setting up a requisition, there are fewer screens than purchasing from Banner.

Simplifies requisition process

Allows setup of default profile information.

Allows copying previous requisition information to a new cart.

1.4: iBuy Roles

There are several roles within iBuy.

Shopper

A Shopper can create a requisition and submit it for approval except adding C-FOAPAL information.

When a Shopper submits a requisition, it moves into the Department Account Coder (DAC) queue for

their assigned Chart/Org so that the C-FOAPAL information can be entered. Generally, the Shopper role

is not combined with any other role.

The Shopper role is often used in large departments that have a central business office handling all

accounting functions. Users out in the units are Shoppers. Shoppers choose their items and the

requisition automatically routes to the unit business office to the Department Account Coder.

Department Account Coder

A Department Account Coder (DAC) can add C-FOAPAL information to complete a requisition initiated by

a Shopper. Once the appropriate C-FOAPAL information has been entered and the requisition submitted,

the requisition then moves into the approval queue linked to the Chart/Org entered within the C-FOAPAL

information. There may be more than one user setup as a DAC within a queue for a particular Chart/Org.

The DAC role can be combined with the Requestor or Approver roles. It is advised for departments to

have at least two people assigned to the role of DAC.

Requestor

A Requestor can do everything necessary to create a requisition and submit it for approval including

adding the C-FOAPAL information. When a Requestor submits a requisition, it moves into the approval

queue linked to the Chart/Org entered within the C-FOAPAL information.

The Requestor role can be combined with the DAC or Approver roles. However, it is University best

practice for the same user to not create and approve the same requisition.

Approver

An Approver can approve, reject, edit, return or forward a requisition within their approval queue. The

Approval queues are set up by dollar ranges with a particular Chart/Org. There may be more than one

user setup as an Approver within a queue for a particular dollar range and Chart/Org.

The Approver role can be combined with the Requestor or DAC roles. It is advised for departments to

have at least two people assigned to the role of Approver. However, it is University best practice for the

same user to not create and approve the same requisition.


4 OBFS iBuy

Executive Approver

An Executive Approver is styled after the more traditional Banner approval role. An Executive Approver

can only approve, reject, or return requisitions (but not edit them) within their approval queue.

Query Only

The Query Only role can only review requisitions, purchase orders, and invoices for validation of account

or report reconciliation. Unable to perform any other actions on a requisition.

The Query Only role cannot be combined with the Requestor role.

Invoice Acknowledger

An Invoice Acknowledger can approve, return, or forward invoices within their approval queue. This role

will only acknowledge invoices with line items over $5,000 on vendors set up with e-invoicing. For a list of

these vendors please see types of vendors https://www.obfs.uillinois.edu/iBuy/overview/vendors/.

This role can be combined with the Requestor or Approver roles. Advised to have at least two people

assigned to the role of Invoice Acknowledger in each department.

Access to iBuy must be requested through your Unit Security Contact (USC).

You can have multiple roles within the iBuy application. For example, you can be a Requestor and an

Approver or Department Account Coder and a Requestor. The exception is the Shopper and the

Department Account Coder as you cannot be both of those. If you need those functions, then you should

have the Requestor role instead.

https://www.obfs.uillinois.edu/iBuy/overview/vendors/


iBuy OBFS 5

Lesson 2: Navigating iBuy

This is the iBuy homepage.


6 OBFS iBuy

1. Task Bar Home

Shop Shopping

Search

Dashboard

Shopping Home

Go To

Advanced Search

View Favorites

View Forms

Non-Catalog Items

Quick Order

Browse By

Suppliers

Categories

Contracts

My Carts and Orders

Open My Active Shopping Carts

View Draft Shopping Carts

View My Orders (Last 90 Days)

Orders and Documents Document Search

Search Documents

View Saved Searches

Download Export Files

Approvals

My Approvals

Approval Notifications

My Recent Approvals

Assign Substitute Approvers

Catalogs and Contracts View Contracts

Search for Contracts

Accounts Payable Invoices & Receipts

Search for Invoices

2. Personal Menu User Drop-down Menu

View My Profile

Set My Home Page

Log out

My Pending Requisitions

Bookmark

Action Items Unassigned Approvals

Orders

Notifications

My Cart

Quick Search

3. Menu Search

4. Stickers


iBuy OBFS 7

Lesson 3: Setting Up Your iBuy Profile

3.1: iBuy Profile Benefits

Setting up your profile will save you time in the future because you won’t need to completely reenter that

same information on every order. However, it will take some time to setup your profile.

3.2: Steps to Setting Up Your Profile

Select the drop-down by your name at the top right of the page to access profile settings.

Click View My Profile.

Information under the User Profile and Preferences ~ User’s Name, Phone Number, E-mail, etc., and

User Roles and Access ~ Assigned Roles should be reviewed for accuracy. Updates to your phone

number or e-mail must be done through your Unit Security Contact (USC) with the exception of the items

detailed below.

E-mail Approval Code (Approver Role Only)

NOTE: If you have the Approver role and wish to approve via e-mail, it is required that an e-mail approval

code be established.

Step Task

1. Click User Name, Phone Number, E-mail, etc., under User Profile and Preferences.

2. Enter the code in the E-mail Approval Code field (self-defined; at least 4 characters).

3. Click Save.

Display Settings

Step Task

1. Choose a color theme to customize the display.

2. Select accessibility mode to turn on helpful pop-ups.

3. Click Save.

Edit Notification Preferences (previously E-mail Preferences)

Step Task

1. Click Notification Preferences.

2. Default Notification Preferences are based on Assigned Roles and are indicated with a green

check mark. These may be changed by clicking Edit Section.

NOTE: It is recommended to turn it on anywhere you see the word rejected. If the system

rejects or returns a requisition, you will get an e-mail notification.

3. Click Save Changes after any modification has been made.


8 OBFS iBuy

Set Default Ship-To Address

Step Task

1. Click Default User Settings.

2. Click Default Addresses.

3. Click Select Addresses for Profile.

4. Enter the Banner 6-digit Ship-To Code or Chart and first 3 digits of Org Code (without the dash)

under Nickname/Address Text.

5. Click Search.

6. Select your address.

7. Type a value in the required Location field (e.g., building name, room/phone number, e-mail

address) and Phone field.

8. Click Save.

NOTE: Add additional Ship-To addresses following the steps above but do not check the

Default box.

NOTE: If your address is not in iBuy, complete the Banner Ship To Address Add Form on

the OBFS Purchases form website https://www.obfs.uillinois.edu/forms/purchases/

Edit FOAPAL Codes

It is your responsibility to edit your FOAPAL codes in iBuy to charge the correct accounts.

NOTE: Shoppers cannot edit FOAPALs.

NOTE: State funds that begin with a 1 do not automatically update at the end of the year. If your default

fund is for example, 100014, on July 1, you need to go in and change it to 100015. If you forget to

change it, any order that you create as of July 1 is going to be rejected because the fund is no longer

available.

Step Task

1. Click Default User Settings.

2. Click Custom Field and Accounting Code Defaults.

3. Click the Codes sub-tab.

4. Click the segment’s Edit button.

5. Click Create New Value.

6. Enter in the Search For Value section at least a portion of the:

a. Value in the Value field, or b. Description in Description field. c. Click Search.

7. Select the appropriate choice in the Values Found section.

! IMPORTANT: It is recommended to select the option that contains the appropriate Chart

indicator for your campus. Note that -1 represents the Urbana campus; -2 represents the

Chicago campus; -4 represents the Springfield campus.

https://www.obfs.uillinois.edu/forms/purchases/


iBuy OBFS 9

Step Task

8. Click Add Values.

! IMPORTANT: N/A is the default for Index Code. If a valid index code is used, do not enter

chart, organization, fund, or program.

Make a FOAPAL Default Value

If you primarily only use one FOAPAL, you can set that FOAPAL up as your default FOAPAL. This

FOAPAL will automatically appear on each cart that you create.

Step Task

1. Click Edit.

2. Click the value in the box to the left.

3. Select Default.

4. Click Save; the default value displays as bold.

Add a FOAPAL as a Code Favorite

Adding a FOAPAL code favorite will allow you to save your commonly used FOAPALs for easy access.

These favorites will not automatically appear in each cart like the FOAPAL default value, but you will be

able to easily access these FOAPALs.

Step Task

1. Click the Code Favorites sub-tab.

2. Click Add.

3. Type a name for the string in the Nickname field.

4. Use the Select from all values to search for the desired value for each segment.

! IMPORTANT: It is recommended to select the option that contains the appropriate Chart

indicator for your campus. Note that -1 represents the Urbana campus; -2 represents the

Chicago campus; -4 represents the Springfield campus.

5. Click Save.

Make Code Favorite Default Value

If you primarily only use one favorite FOAPAL, you can set that FOAPAL up as your default favorite

FOAPAL.

Step Task

1. Click Edit.

2. Select the Default option.

3. Click Save.

You can find a copy of all iBuy job aids on the OBFS website.


10 OBFS iBuy

Lesson Review

Let’s practice what we have learned. In this lesson we will:

Update your profile and preferences

Add default FOAPALS

Add shipping addresses

1. Change your user profile and preferences by updating the language, time zone, and display

settings. Change the color to Banana Republic.

2. Add additional FOAPALs to your Code Favorites.

a. Chart 1 Samples

i. Example 1: 1-200250-344000-127010-344001 Set as Default

ii. Example 2: 1-495812-413006-124000-191100

iii. Example 3: 1-301832-244011-124900-244036

b. Chart 2 Samples


ii. Example 2: 2-301119-876000-187100-876003

iii. Example 3: 2-497711-509000-124000-191100

c. Chart 4 Samples


ii. Example 2: 4-497965-583000-143304-191200

iii. Example 3: 4-599765-967000-142500-191200

3. Add new default shipping address.

a. Chart 1: 118251, Wohlers Hall, 506 S Wright St

b. Chart 2: 220710, UH, 601 S Morgan St

c. Chart 4: 4CRC01


iBuy OBFS 11

Lesson 4: Creating iBuy Orders

4.1: Types of Orders

There are several different types of vendors available in iBuy. Hosted and Punchout vendors are both

contracted vendors.

Catalog Orders

Hosted

Hosted vendors give the University a list of items and prices that are loaded into iBuy. All of the

shopping, reviewing, and searching is done in iBuy.

Punchout

With Punchout vendors, you click on a link to access their website in a separate window which shows our

contracted items and pricing, you click to add your items, and then go back to iBuy to complete your

requisition.

Non-Catalog Orders

Non-Catalog vendors are vendors for which we don’t have a strategic contract in place with, but that you

can still purchase from. When creating a Non-Catalog order, it is the responsibility of the Requestor to

provide all of the information including item numbers, pricing, quantity, packaging and description.

Purchasing recommends that shoppers get quotes from these vendors to help with the data entry.

Internal

There are vendors who are internal to the University (e.g., campus stores, ECE stores, and i-Stores).

Internal vendors are setup in the system as either Hosted or Punchout vendors.

E-Invoicing

E-Invoicing vendors are either Hosted or Punchout catalog vendors. They send their invoice data

electronically into iBuy. This makes the invoicing process very simple. The invoice comes in and if it

matches exactly what’s on the purchase order then it goes directly to Payables for the payment

automatically. If there is a difference or discrepancy between the two, then the invoice forwards to a

Payables processor who can review, locate the discrepancy, and determine whether it’s appropriate or

not.

To setup e-Invoicing, a vendor must already be available in Banner because Banner is the financial

system of record. If the vendor is already available in Banner, send an email to [email protected]

and ask them to sync the vendor into iBuy. If the vendor is not yet setup in Banner, then you need to go

through vendor setup by asking the vendor to complete the information form, the send the form to

University Payables vendor maintenance, and the vendor will be setup in Banner and an automatic sync

the vendor information to iBuy.

! IMPORTANT: Only one vendor per order is allowed. Split a multi-vendor order by selecting all the

items to one vendor and then move them to another cart.

mailto:[email protected]


12 OBFS iBuy

4.2: Creating a Punchout Catalog Order

Begin by:

Creating a Cart, or

Immediately searching for items

To create a cart:

Step Task

1. Hover over the Shopping Cart icon on the left-side task bar.

2. Hover over My Carts and Orders.

3. Click Open My Active Shopping Cart.

4. Click Create Cart.

5. Enter Cart Name in the text box or accept default.

6. Provide a Description (optional).

7. Set Priority (optional).

8. Click Save.

Note: There are benefits to naming a cart. Those benefits are that you can search for a

requisition based on the requisition name/cart name.

To add products to the cart:

Step Task

1. Click Continue Shopping or Add Non-Catalog Item.

You can click on a Punchout or Hosted catalog sticker and begin shopping, or to search for items, use the

various Search Methods.

To order Punchout items:

Step Task

1. Find the appropriate item(s).

NOTE: The “c” symbol behind the price means it is an item on our contract. Punchout

catalogs also include items for which there is no specially contracted price. With good ordering

history, the University can then negotiate pricing on frequently ordered items.

2. Enter the item Quantity.

NOTE: Be careful how items are packaged (e.g., box of copy paper vs. ream of copy paper).

3. Click Add to Cart.

Click the X item(s) added, view cart confirmation link or the Cart link in the top right corner to

access the Active Cart.

4. Click Checkout to return to iBuy.


iBuy OBFS 13

Step Task

5. Verify and alter information as needed:

a. Enter FOAPAL information.

! IMPORTANT: Shoppers do not have access to edit FOAPAL codes.

b. Enter Cart Name.

NOTE: If no name is entered, it will automatically enter the date, your name and a cart

number by default. Cart names are useful for tracking orders.

c. Change Priority, if needed.

NOTE: Changing the Priority from normal to urgent flags the shopping cart in the

Approval queue but doesn’t move it any faster through the process.

d. Change On Behalf Of information, if needed.

e. Shipping Tab:

Edit the Shipping Address or select from drop-down multiple addresses entered

in your profile.

Recommended: Do not change delivery options.

Recommended: Do not enter requested delivery date.

f. Billing Tab:

Tab is not editable.

Cannot charge to P-Card.

Recommended: Leave Accounting Date blank.

g. Accounting Codes Tab:

Enter a code favorite.

Option to split FOAPALs.

WARNING: Not a simple concept. Call Purchasing if in doubt.

h. Summary Tab:

Internal notes – can be seen by any iBuy users. Used primarily for notes to the

Approvers.

External notes – can be seen by any iBuy users and will be printed on the

purchase order that goes to the vendor. Quotes should be attached as external

notes for the vendor to see.

! IMPORTANT: Quotes are important if items do not come out of the catalog to

verify details and pricing.

View line item, vendor, details and symbols.

i. Requisition Approvals Tab:

Shows workflow for approvals.

Purchasing department list will be entire department until it is assigned to

someone.

6. Click Place Order.

Once in Punchout catalog, Shoppers have the ability to select options to see previous orders or

commonly ordered items.


14 OBFS iBuy

Lesson Review

Let’s practice what we have learned. Create an order purchasing pens and paperclips from OfficeMax.

4.3: Creating a Hosted Catalog Order

Shop at the Top searches Hosted and Punchout catalogs.

Click on sticker to bring up Search function.

Some hosted catalog items have images just as in Punchouts.

Level 2 Punchout vendors – ability to search their catalog without going to it.

Rest of process similar to Punchout process.

4.4: Creating Non-Catalog Orders

There are several different forms that are used to create non-catalog orders. This section will focus on

two of the most commonly used ones: 1) Non-Catalog Form; and 2) Route to Purchasing Form.

Obtaining a quote makes it easier to fill out the form. There are additional non-catalog forms based on

special purchase needs (e.g. Controlled Substances).

Non-Catalog Form

Any order under $5,000 will go out to a vendor without review by Purchasing.

Route to Purchasing Form

Purchasing’s function in the order process is to assist departments with buying they need to, within the

confines of laws, regulations, and policies (e.g. Illinois Procurement Code). The Route to Purchasing

Form ensures that certain purchases go to Purchasing for review, regardless of dollar amount.

The Route to Purchasing Form must be used when placing an order of any dollar amount that:

(1) requires an authorized University of Illinois System signature on a document or

(2) includes or required any of the items listed below.

Rental Agreements

Any Purchase requiring an Authorized Signature

Any Vendor Terms and Conditions different from the U of I Terms and Conditions

Any Vendor Contract or Agreement that goes with the order that would need reviewed

Any shipment that goes through Customs

Telecommunications Equipment

Weapons and Ammunition

Furniture

Charter Air or Bus Service

Lab or Specialty Gases

Laboratory or Office Moving (External Vendor)

Onsite Services

High Power Lasers

Non-Denatured Ethyl Alcohol


iBuy OBFS 15

To order a non-catalog item:

Step Task

1. Click the Non-Catalog Form sticker in the University Forms section of iBuy.

2. Enter supplier’s name in the Enter Supplier textbox (note there is an auto-complete feature).

NOTE: The supplier’s name must be typed as it is in Banner; for an advanced search of suppliers:

a. Click Supplier Search link. b. Enter the supplier’s name or a portion of the name. c. Click Search. d. Locate the supplier’s name and click the Select link.

3. Enter accurate information in the General Info section for:

Catalog No. Packaging

Product Description Estimated Price

Quantity Commodity Code – required *

! IMPORTANT: Entering accurate information is imperative to match to the vendor’s invoice for

payment purposes.

* If the Commodity Code is unknown:

Click the search… link next to the Commodity Code text box.

Enter a partial Commodity Code (e.g., 64) or Description (e.g., paper).

Click Search.

Locate the commodity and click the Select link.

4. Select Add to Cart and Return in the Available Actions drop-down.

5. Click Go.

NOTE: The Vendor Information section is pre-populated with the previously selected supplier’s

information.

6. Repeat steps 3 through 5 until all desired items have been entered.

7. Select Add and go to Cart in the Available Actions drop-down.

8. Click Go.

NOTE: The form closes and navigates to the Active Shopping Cart.

9. Review the cart and make any necessary changes.

NOTE: You can update the Cart Name, Description, and Priority for your reference.

10. Click Proceed to Checkout.

11. Review the draft requisition and edit as appropriate.

Lesson Review

Let’s practice what we have learned. Create a non-catalog order by purchasing an item using the

following information:

Vendor: Ace Glass Inc

Catalog Number: 80-15978


16 OBFS iBuy

Product Name/Description: Surge & Noise Power Strip

Quantity: 10

Unit of Measure: 1 / EA-Each

Price Estimate: $104.82

Commodity Code: 49000


iBuy OBFS 17

Lesson 5: Approving iBuy Requisitions

5.1: Approver Roles

An Approver in iBuy has more permissions than the Approval role in Banner. An iBuy Approver can

approve or reject requisitions but can also edit, return and forward a requisition to another user. If there’s

a small change that needs to be made, the Approver in iBuy can fix it and continue it on its way instead

of having to send it back. Approvers also have the ability to send the requisitions back by returning it to

the requestor.

5.2: Approver Options

Approvers should carefully review orders before approving them.

Things you can do with an order, as an Approver:

edit an error in the FOAPAL

edit an error in a line item

return it to the shared folder

place it on hold

return it to the requisitioner for changes or to be withdrawn

forward it (also forwards your approval authority)

add comments or attach documents

withdraw or reject it (effect is the same, but message it sends is different)

approve all or part of a requisition

NOTE: Make sure to assign the order to yourself to get the full menu options.

Step Task

1. Hover over the Orders & Documents icon on the left-side task bar.

2. Hover over Approvals.

3. There are four options available: My Approvals, Approval Notifications, My Recent

Approvals, and Assign Substitute Approvers.

My Approvals

Step Task

1. Click the My Approvals sub-page.

2. Click Expand All to show contents of all folders.


18 OBFS iBuy

Step Task

3. Click the left arrow (to left of folders) to hide filters.

4. Click one folder to expand the contents.

5. Click Collapse All and click a specific folder.

6. Click the drop-down next to Group Result By to display by Folders or in a List.

List will show ALL approvals assigned to you.

Filter

Step Task

1. Choose a Filter element to view only those items included in the filter.

Any filter items chosen will be in the Filtered By box (upper left).

2. Click the appropriate check box to deselect and remove a filter.

The Assigned and Unassigned filters will help to quickly identify unassigned requisitions and

make assignments.

3. Filter by documents with attachments or without.

Aging

Step Task

1. Aging information is available for each requisition.

2. At the top of the approvals list, note the feature to sort by values.

Lesson Review

Let’s practice what we have learned. Review a previously submitted requisition and approve it.

5.3: Executive Approver Options

An Executive Approver is styled after the more traditional Banner approval role. The Executive Approver

only approves or rejects requisitions.

5.4: Overview of Approval Process

1. Complete a requisition.

2. Banner validation – Banner is going to check that it has valid FOAPAL segments, that state

funds are not mixed with any other funds and that there’s no FOAPAL sequences listed at zero.


iBuy OBFS 19

3. Departmental approval queues – The departmental approval queues are modeled after the

approval queues in Banner. If you are in an approval queue in Banner it doesn’t automatically

put you in the same approval queue in iBuy. The setups are completely different as they are two

different systems. There are a couple of optional queues available in iBuy: $0-5,000 and

$5,000-10,000.

4. Special approvals – If you’re using certain grant funds, your order may route to Grants and

Contracts. If you’re buying IT equipment it might route to an IT department for review.

5. Purchasing, if needed – If ordering out of the catalogs, whether it’s Hosted or Punchout, you

can order up to $100,000 without your order going through Purchasing. These catalogs and

contracts have already been created and have gone through the solicitation process per the

procurement code. If you’re using a Non-Catalog order under $10,000, the workflow will not route

to Purchasing unless you use a different form.

6. Banner PO processing – It’s going to again validate your FOAPAL and makes sure you aren’t

improperly mixing asset and non-asset accounts or that you don’t have any lines or FOAPAL

splits that aren’t adding up. It also checks if changes were made by the Approver. It’s going to

get a Banner PO number (unless it’s an internal vendor).

7. PO to vendor – Uses electronic fax or email distribution (no paper generated).


20 OBFS iBuy

Course Summary

Course Objectives

Now that you have completed this course, you should be able to:

Navigate iBuy

Modify an iBuy profile

Create punchout, non-catalog, and hosted catalog orders

Approve requisitions


iBuy OBFS 21

Appendix A: OBFS Resources

OBFS Training Center

The OBFS Training Center aims to meet campus units’ needs for training, knowledge, and understanding of the OBFS systems, policies, and processes. From their web site, you may access information on types and availability of courses, register for classes, access online training, and download training materials. Visit the OBFS Training Center at http://www.obfs.uillinois.edu and click the Training Center link. Then check out these helpful links:

Click the Course Registration link to register for an OBFS training course.

Check the Curriculum Guide to help identify OBFS courses and prerequisites you should take.

OBFS News Center

If you wish to receive announcements from the OBFS functional unit sponsoring the content of this

course, subscribe to the Accounting and Financial Reporting announcements at the OBFS News Center

as outlined below:

OBFS Home Page: http://www.obfs.uillinois.edu

> Sign up for e-mail updates! (See the link on the lower right side of the page.)

> Fill out the form and be sure to select the following topic: Procurement

http://www.obfs.uillinois.edu/

http://www.obfs.uillinois.edu/


22 OBFS iBuy

Appendix B: Support and Resources Summary

For further information, please visit the Who To Ask page on the OBFS iBuy website

https://www.obfs.uillinois.edu/iBuy/who-to-ask/

https://www.obfs.uillinois.edu/iBuy/who-to-ask/